Sales Order Processing and Subsequent Functionsweb.eng.fiu.edu/leet/EIN5346Logistics/SAP...

EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105

Sales Order Processing and Subsequent Functions

Purpose

Business transactions in sales and distribution area are recorded in the R/3 System using sales documents. The sales order is the central document in sales and distribution. A sales order can be created on the basis of a preceding inquiry (or quote). During order entry, information about the customer and the products or services to be delivered is recorded in the document. Various checks are performed, such as the availability of material and the customer’s credit limit. The information entered in the sales order is transferred to subsequent documents, which are used to further process the business transaction. The delivery document is the basis for the shipping activities. When shipping (good issuing) has been completed, the delivered goods and/or the services rendered are invoiced during the billing process. The billing data are then forwarded automatically to Financial Accounting and Profitability Analysis. Finally, the recording of customer payment would be completed upon receipt of a customer’s check. In this exercise the organization that you work for will sell a product to a company in Berlin. Keep in mind that all of the steps in selling and delivering the product, billing, paying for the product and, of course accounting for all of these activities are parts of this process.

Creating a Sales Order Quotation Call up the transaction as follows:

Menu Path Logistics Sales and Distribution Sales Quotation Create

Transaction Code VA21

http://dsc008.fiu.edu/saphelp/saphelp/plainhtml/helpdata/EN/e6/4a710b9e0311d189b70000e829fbbd/frameset.htm

http://dsc008.fiu.edu/saphelp/saphelp/plainhtml/helpdata/EN/e6/4a71329e0311d189b70000e829fbbd/frameset.htm

EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105On the Create Quotation: Initial Screen, enter the following data:

Field

Quotation type QT (Quotation)

Sales Organization 1000

Distribution Channel 10

Division 00

Choose enter . On the new screen: Create Quotation Overview, enter :

Field

Sold-to Party 1000

Ship-to Party 1000

PO Number K-BE-2010xxx (use your last three digits of your userid as the “xxx”)


PO date today

Valid from today

Valid to One month later from today

Req. deliv. date Today date + three working days

Material M-02

Order quantity Equal to your last two digits of your userid number. For example, if your userid is 105-073, then your sales order quantity is 73.

The purchase order (PO) number establishes a link between the customer's purchase order and the sales document generated. The PO number can be used to search for the sales document.

Change the plant to 1000 from 1200


Choose enter

Click on the check mark to confirm if the information: “The default date is not copied into existing schedule lines” is shown up.Save your quotation by clicking on ; record the quotation number below.

Document No: _____________________


Creating a Sales Order Call up the transaction as follows:

Menu Path Logistics Sales and Distribution Sales Order Create


On the Create Sales Order: Initial Screen, enter the following data:

Field

Order type OR (Standard Order)

Sales Organization 1000

Distribution Channel 10

Division 00



Click on the button “Create with reference”. On the new screen enter your quotation number and click on with copy.

Click on the check mark to confirm if the information: “Reorder point for item 0010 has been exceeded 60 pc” is shown up.

Select Goto->Header->Condition, and write down the following numbers:

Price ____________________ Net Value _________________________

Output tax Rate _____________ Output Amount _____________________

Cash Discount Rate___________ Cash Discount Amount _____________

EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105Profit Margin ______________________

Save your order by click on . Click on the check mark to confirm if the information: “Change invoice date: the billing is redetermined” is shown up.

If the goods ordered by the customer are not available on the requested delivery date, the R/3 System branches automatically to an “availability check” screen. Here you can choose one of the delivery options, for example, Delivery proposal. Make sure the order has met the validations—there should not be any error messages at the bottom of your sales order screen.Record your sales order number below.

Document No: _____________________

(Answer question 1 on the worksheet).

Display the Sales Order

Menu path: Logistics Sales and Distribution Sales Order DisplayTransaction code: VA03Your sales order number should be the default. Click on the Enter icon to proceed.For viewing Header information follow the menu path:

Goto Header Conditions

You will see the following screen:



Please answer question 2 and 3 on the worksheet.Select the green back arrow icon to exit item pricing and return to the overview screen.

View Item Scheduling: Exit back to the sales tab. Select your line item again and go to the Menu Path: Goto / Item / Schedule lines:

You will see the following screen:


Select your item line and click on button.

Answer question 4 on the worksheet.

The screen above breaks down the item scheduling into 5 dates: the material availability date, the transportation planning date, the loading date, the goods issue date, and the delivery date.

EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105The requested delivery date can be either the customer’s on-site date or the date the material leaves the plant. In this example, the request date is the date the customer’s on-site date.The material availability date is when the material must be in stock to meet the request date.The transportation planning date is the date the carrier must be called to arrange for the material to be picked up on the request date.The loading date is the date the material must be loaded to meet the request date.The goods issue date is the date the material leaves the plant.

Sales Order Document Flow Menu Path: Logistics Sales and Distribution Sales Order DisplayTransaction Code: VA03

Menu Path: Environment Display document flowResults of the document flow:



Create a Delivery for the Sales Order OverviewAs soon as the material availability date or the transportation scheduling date for a schedule line has arrived, the schedule line becomes due for shipping. The delivery process includes moving the material from the warehouse to the plant and posting the goods as shipped. Creating an Individual DeliveryCall up the transaction as follows:

Menu Path Logistics Sales and Distribution Shipping and Transportation-> Outbound Deliver Create Single Document With Reference to Sales Order

Transaction Code VL01N

On the Create Outbound Delivery with Order Reference screen, enter the following data to ship the order from the Hamburg plant:

Field Content

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Shipping point 1000

Selection date Material availability date or the transport planning date of first item

Order Your sales order number

Click on icon.


Save your delivery and record the delivery number.Delivery no: ______________________

DO NOT EXIT THE PROGRAM! Create a Transfer Order

Now go to the menu path: Outbound delivery / Change

Your delivery number will default in the delivery field.


EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105Once the delivery is saved, the transfer order has to be created. A transfer order is used to track the movement of a material within the warehouse, e.g., move materials from a bin location to the packing area. Go to the menu path: Subsequent functions/Create transfer order.

If you get the message saying “End of Dialog …”, click on the Yes button. Enter warehouse number: 010. Adopt pick quantity: 1. Select icon to go to next screen.


Select the “Generate TO item” button to create the transfer order. Click on the Save icon to save your transfer order. Record your transfer order number below:

Transfer Order Number: __________________

Post the Goods Issue

Once the material is picked, and possibly packed in SAP, the material is ready to be shipped from the plant. The post goods issue step occurs when the material is completely loaded on the truck and leaving the plant location.

Menu Path Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document

Transaction Code VL02N

Click on Your delivery number will default in the delivery field. If not, enter your delivery number.



Select your item and click on the Post Goods Issue button.


DO NOT EXIT THIS PROGRAM!

Display the Sales Order Document FlowTo understand the effect of posting goods issue, go to the document flow of the sales order created in the previous chapter. Go to: Environment Document flow

What is the status of the delivery?

Billing the Sales Order Usage

http://dsc008.fiu.edu/saphelp/saphelp/plainhtml/helpdata/EN/e6/4a714c9e0311d189b70000e829fbbd/frameset.htm

EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105Billing is a critical activity in Sales and Distribution. When creating an invoice for the customer, a reference document is utilized, the delivery in this case. Call up the transaction as follows:

Menu Path Logistics Sales and Distribution Billing Billing Document Create

Transaction Code VF01

Enter the delivery number, if it has not already been defaulted by the R/3 System.Choose execute to create the billing document . The system branches to the overview screen of the billing document.


On the Invoice (F2) Create: Overview of Billing Items screen, select the billing item, then choose the option to “Display item details” . You now see the billing, pricing, accounting, and order data for this item.

Choose the Item partner tab page. On the Invoice (F2) Create: Item Data screen, the various partners involved in this business transaction can be seen.


(Answer question 5)Choose . Choose to save the billing document. Record your billing document no:___________________ (Answer question 6)

The system confirms that the billing document has been saved. The billing document has now been saved in Sales and Distribution, and the billing data have been automatically updated to Financial Accounting and Profitability Analysis. On the Create Billing Document screen, to display these documents, choose Billing documentDisplay.

On the Display Billing Document screen, choose Accounting.


In the dialog, the document type that is required can be called up. Choose the Accounting document and double click on it will get the following screen.

On the overview screen for the accounting document, the line items with the corresponding accounts and amounts that have been posted in Financial Accounting can be seen.


Displaying the Document Flow

Usage

To ensure that all of the information in the logistics chain is fully integrated, the individual sales and distribution documents build on each other to form a network of interrelated documents. You can access the document flow from any of the Sales and Distribution documents involved in the entire business transaction. In this case, you access the document flow from the order.Call up the transaction as follows:

Menu Path Logistics Sales and Distribution Sales Order Display


Enter your sales order number, if not already defaulted. Choose .

In the Display Standard Order: Overview screen, choose (Icon on top left corner) for “Display document flow”.

All the documents involved in this business transaction up to now are shown along with the overall processing status. To call up any of the documents, position the cursor on the relevant line and choose . (Answer question 7.)


EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105Choose until the overview tree appears.

Checking the Account Receivables

Call up the following transaction as follows:

Menu Path Accounting Financial accounting Accounts receivable Account Display/change line items

Transaction Code FBL5N

Enter the following data:

Field Input Data

Customer Account 1050

Company Code 1000

All Items Radio Button Checked



Select the execute icon to display the line item corresponding to your sales order.

Answer question 8.

!! Make sure that you record the document number. corresponding to the order you entered.

Choose back until the overview tree appears.


Recording the Customer PaymentCall up the following transaction as follows:

Menu Path Accounting Financial accounting Accounts receivable Document Entry Incoming Payment

Transaction Code F-28

Enter the following data:

Field Input Data

Document Date Today’s Date

Posting Date Today’s Date

Company Code 1000

Currency EUR

Account 113100

Amount Check your sales order (with cash discount)

Value Date Today’s Date

Account (Open Items section) 1050



Select Process Open Items Button.

At this point you must select which line items the customer is paying for. The system defaults to all items selected. You can deselect and deactivate all of the invoices, then you select the invoice you wish to process by clinking on the EUR gross amount in the line item. When the line is selected it will stay blue in color, if deselected it will be black in color.

Make sure that the difference is zero when you have completed the process.

Choose Document Simulate from the menu bar to create a simulated ledger entry.


Observe the proposed journal entry. Select the Save Icon .

Record your document number below. Document no: ___________________Answer question 9 below.Choose until the overview tree appears.

Display the Document Flow1. Call up the following transaction as follows:

Menu Path Logistics Sales/Distribution Shipping and Transportation Billing Billing Document Display

Transaction Code VF03

2. Select Environment Display Document Flow from the menu bar.



Answer question 10.

Sales Order Processing and Subsequent Functionsweb.eng.fiu.edu/leet/EIN5346Logistics/SAP...

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